Estates Professional Services

Contract ID: RM3816

Start Date: 22/08/2017

End Date: 21/08/2021

Description

The Estates Professional Services (RM3816) Framework Agreement replaces the previous framework agreement (RM928) awarded by CCS. RM3816 will provide you with a ‘one stop shop’ solution for professional property related services through the provision of services at the right cost. RM3816 enables you to:

Reduce property costs

Release unwanted property assets

identify savings and opportunities to generate income from land and buildings

Meet central targets for reduced property occupancy

Commission reports, studies and strategies to assist in the management of your estate

Procure resources and guidance to manage and provide assurance on the management of your estate

Procure services to manage the procurement of Facilities Management services

Access specialist advice, guidance and management for new or existing vertical Real Estate

Adopt innovative and lean process principles

Deliver social value that is relevant to your needs

The scope of services within the framework has been designed to provide all central government departments, devolved administrations and wider public sectors with a simplified means of sourcing estate-related services to support the delivery of a suite of property requirements and projects through a range of Lots and panels:

Lot 1 National – The supplier will deliver all mandatory services with the scope or as as required, these include but are not limited to; Acquisition, Disposal, Rent reviews, Lease breaks and lease expiries, Lease renewals, Dilapidations, Landlord and tenant issues including landlord consents, service charges and claims, Rating support services, Strategic advice, including the preparation and development of an estate strategy, Procurement strategy for property related issues, Development consultancy and advice, Valuations, Planning, Building surveying services, General advice on estate and property management, General estate and property management duties, Rating appeals, Compulsory purchase, Daylighting/ sunlighting/ overshadowing and rights of light, Party wall awards , Wayleaves and easements, Other neighbourly matters, RIBA stages (0-2), agricultural tenancies, survey’s, studies and stratagies on a national basis. As an optional service suppliers can provide any number of the services within this Lot at locations outside of the UK (international delivery).

Lot 2 Regional Panels – There are services that are mandatory or optional and suppliers will deliver services required, as listed above in Lot 1, on a regional basis.

Lot 3 Vertical Real Estates (VRE) - The supplier will deliver all applicable services within the scope or as required these include but are not limited to administration, management, advice and guidance for new VRE projects, existing VRE installations (Real estate comprising space on or above a building, mast or structure that may be used for antennas, solar panels or other appliances together with surfaces of the building, mast or structure that may be used for signage, advertising and other purposes along with those services needed to support the commercial exploitation of such spaces and surfaces) and supporting the digital strategy on a national basis.

Lot 4 Facilities Management and Property Services (Procurement Managed Services) - The supplier will deliver all applicable services with the scope or as required, on a national basis these include but are not limited to, full end-to-end managed procurement service, procurement strategy development, procurement and project management advice ensuring timely activity, development of customer business case; for central government departments, assist with the Cabinet Office Controls Process, asset verification and condition surveys.

The framework offers a mix of 34 national suppliers and local expertise, with 35% of Suppliers being SME’s: Lot 1 offers access to market leading suppliers with the capability and capacity to deliver large programmes across the UK, using in house resources or via a supply chain. Lot 2 which consists of 8 regional panels offering direct access to regional suppliers with local knowledge. Lot 3 contains suppliers delivering Vertical Real Estate services and Lot 4 for offering access to suppliers who enable managed service procurements for a suite of property solutions across the public sector. The number of suppliers per lot and panel are listed below:

Benefits

Free, Fast and Simple to Use

Free: No charge to Contracting Authorities to use the framework agreements.

Fast: The Framework provides a streamlined route for all Customers to access a comprehensive range of external suppliers through a Further Competition process or Direct Award. Further Competition is estimated to take around 4 weeks, depending on the size and scale of the requirement.

Flexibility: The Framework has been designed to cater for a wide range of customers. The lot structures and ability to tailor further competitions will ensure this supports customers own delivery considerations such as SME’s and Customer’s own social value priorities.

Value for Money

Standard Rates: Maximum standard rates are fixed for the first two years of the Framework and may be reduced by suppliers at Direct Award and/or Further Competition.

Savings: The delivery of savings is embedded into the pricing models through competitive rates and continuous improvement measures. Some of the services are incentivised based on the level of savings or additional income achieved.

Management Information: Customers will have access to management information to track/capture spend based on a common set of service codes allowing in depth analysis.

Social Value and Sustainability

an efficient and sustainable public estate

a public estate supporting diversity and inclusion

improved competency and capacity in the Estates sector

tackling modern slavery in construction supply chains

Customers can request Suppliers tailor their offer to match the Customer’s social value priorities to deliver measurable benefits in the Customer’s area.

Quality of Service Delivery

Verified supply chain: Suppliers and supplier sub contractors as part of the CCS evaluation stages have completed a financial and professional compliance review. In the case of sub contractors appointed after award or during the Framework life these will be evaluated by CCS to ensure financial and professional compliance prior to service delivery.

Conflict of interest clauses have been enhanced in both the Framework and Call Off terms and conditions to offer Customers greater protection where conflicts may exist especially where Suppliers may be acting on behalf of a Customer and Landlord in a proposed same transaction.

Key Performance Indicators (KPIs): A robust set of KPIs measure the supplier's’ performance across the time, cost, quality triangle and be used to influence fee if required. Specific KPI measures can be determined by the customer, and can be tailored to each individual customer’s specific requirements, including social value. The standard CCS call off terms and conditions also allows the Customer to define Service Credits.

Contract Management: CCS will actively manage performance at an Enterprise level to ensure continuous improvement in the services. CCS will also drive understanding and support delivery of the Government Construction Board aims in conjunction with professional bodies.

Escalation Route: CCS interact with Suppliers on a regular basis as part of the Supplier Relationship Management engagement undertaken by the Strategic Category and Framework Managers. These roles facilitate an escalation route for the customer in the event of call off queries or issues, for which a remedy is outstanding.

Customer User Group: CCS will work with a dedicated Customer User Group throughout the Framework to improve service delivery, share best practice, and incorporate new industry developments and regulatory requirements.

Access

Customers will access the agreement by contacting CCS at property[at]crowncommercial.gov[dot]uk and completing a Customer User Agreement (CUA). The lot details tab will be updated shortly with a list of suppliers, in the meantime a document containing all suppliers can be found under the documents tab.

Prior to any call off you will need to complete a CUA to be allocated a user number. This will allow CCS to:

Track delivery specific projects between the Contracting Authority and the supplier

Collate project specific Management Information to support identification of spend and savings to a more granular project level

Have better Transparency of data

Support system and data reviews during supplier audits

What customers will need to know:

Customers must complete a Customer User Agreement prior to using the framework

An extensive customer guidance document is available in attachments to support customers

CCS has developed a Call Off Template which can be used to run further competitions via the EPS framework. Whilst customers can use their own documentation, this template is specifically tailored to the requirements of this framework. This should ensure customers can run a compliant and efficient further competition process. CCS have worked already with key government departments to tailor the template to their own specific requirements and can offer this to other clients if required.

Savings

Background

Why was the agreement developed?

The agreement was developed to further improve on the successful and existing Estates Professional services Framework (RM928) at expiry with a number of key aims:

Support Property lifecycle

RM3816 will complement other CCS property frameworks including Project Management and Full Design Team Services (PMFDTS), Facilities Management, Construction etc, enabling CCS to provide a cradle to grave offering for property management solutions and will be seen as the “go to” framework of choice.

Enhance Customer savings

The cost model for RM3816 has been developed to incentivise Suppliers to build on Estate transactional savings and additional income, with supplier fees relating to these savings or income.

Enhanced Transparency

The cost model for RM3816 has been developed to provide transparency of supplier fees for services, therefore a number of changes were introduced within the methodology to remove tranche fees and base maximum costs on a national basis rather than a London-centric fee.

Enhanced Scope

The scope of services for RM3816 will be much wider ranging than those under RM928, meaning it will now support all aspects of the property lifecycle including agricultural services and the Vertical Real Estate market. Additionally, to ensure the end-to-end service is joined up, there will be the ability under RM3816 to procure a managed service procurement/contract management for FM.

How was the agreement developed?

The framework agreement was developed with extensive engagement with customer and supplier stakeholders;

Customer one to ones were held with key stakeholders and those who have used the previous framework RM928 extensively

Engagement days - both customer and supplier days were held as an open forum for requirements to be discussed

Surveys and webinars - those unable yo attend engagement days were given the opportunity through a survey and various webinars

Regular updates via email and document review throughout each stage of the procurement

CCS has also worked in collaboration with the Royal Institute of Chartered Surveyors (RICS). RICS is a global professional body promoting and enforcing the highest international standards in the valuation, management and development of land, real estate, construction and infrastructure.

Communications and awareness

Strategy development

Market intelligence

Documentation

International provisions

The Estate Professional Services framework actively promotes suppliers to work with customers, the following supplier initiatives have been included: